PROCUREMENT & LOGISTICS OFFICER

Job Description:

The roles and responsibilities for this position includes but not limited to:

• Prepare Annual procurement plan in consultation with Progarmme section
• Coordination with technical teams in preparing specifications for quotations, tenders and proposals for procurement of the assigned project;
• Initiating procurement activities upon receiving request from progarmme section or in accordance with the timelines specified in the procurement plan;
• Determining most appropriate procurement methods as per policies guidelines
• Conducting an in-depth analysis of all bids received in response to each Tender, Proposal and Quotation to identify the response that best meets the needs of the user section and is consistent with the terms and conditions of Donor’s and organizational procurement policy;
• Preparing recommendation for award of contracts/ Purchase Orders in accordance with the recommendations of the procurement committee and approval of the competent authority;
• Conducting supplier debriefing sessions, when requested, with unsuccessful respondents;
• Ensuring complete record keeping of all procurement transactions in ERP and documentary record; Master file for each tender to maintain as follows
  • Project Agreement
  • Major procurements
  • Contracts or consultancy agreements issued under project
  • Separate file for each tender etc.
  • Ensure all procurements are processed through ERP procurement Module
  • Provide data & information to auditor (External & Internal) for audit and ensure that audit observations are responded accordingly on time.
  • Contract Management: Review of Purchase Order / Work Order issued to vendor for timely delivery of goods and completion of works. Review terms and condition mentioned in Purchase Orders / Work Orders whether goods provided / works completed are as per agreed terms and conditions.
  • Submission of monthly progress reports to Senior Management supported by ERP generated reports

Qualification & Experience

Master’s degree with 5 years of relevant experience in Procurement management

The Organization is an equal opportunity employer and strongly encourages applications from women, persons with disabilities, and individuals from marginalized groups. The Organization maintains a zero-tolerance policy toward any form of Sexual Exploitation, Abuse (PSEA), and corruption, and strictly upholds its Code of Conduct in all operations.